Create invoices, add line items, track payments, and manage the billing lifecycle
Walk through the process of creating a new invoice.
Navigate to Invoices in the sidebar to view the invoices list.
Click the New Invoice button in the top-right corner. The invoice creation form will open.
Choose the Company this invoice is being issued to. This is the only required field. Once a company is selected, the contact dropdown is filtered to show contacts belonging to that company.
Set the Invoice Date, Due Date, and Payment Terms. Selecting a payment term (e.g., Net 30) will automatically calculate the due date based on the invoice date.
Add products from your catalog or create custom line items. Specify the quantity, unit price, and optionally apply discounts and tax rates for each item. Line totals are calculated automatically.
Review the totals, add any notes or terms and conditions, then click Save to create the invoice in Draft status.
A complete reference of all fields available when creating an invoice.
| Field | Description |
|---|---|
| Company* | The company this invoice is being issued to. Selecting a company filters the Contact dropdown. |
| Contact | The primary contact at the company for this invoice. Filtered by the selected company. |
| Currency | The currency used for all amounts on this invoice. 47 ISO-4217 codes are supported, covering every major market. Defaults to your organization’s base currency. |
| Invoice Date | The date the invoice is issued. Defaults to today. |
| Due Date | The date payment is due. Auto-calculated when Payment Terms are selected. |
| Payment Terms | Predefined payment terms that auto-calculate the due date. Options: Due on Receipt, Net 15, Net 30, Net 45, Net 60. |
| PO Number | The customer's purchase order number for reference and tracking. |
| Notes | Additional notes displayed on the invoice, such as payment instructions or thank-you messages. |
| Terms & Conditions | Legal terms and conditions that apply to the invoice. |
Add products and services to the invoice.
Invoice line items work the same way as quote line items. Select a product from your catalog to auto-fill the name, description, and unit price, or create a custom line item manually. Each line item includes:
Record payments and track outstanding balances.
The CRM tracks payment status for each invoice, automatically updating the status as payments are received. Payment tracking fields include:
Step-by-step guide to recording a payment against an invoice.
Navigate to the invoice and open its detail page by clicking the invoice number.
Click the Record Payment button on the invoice detail page.
Enter the amount received, select the payment method, and confirm the payment date. The amount defaults to the full amount due but can be adjusted for partial payments.
Click Save to record the payment. The invoice status will automatically update based on the payment amount: Partially Paid if a balance remains, or Paid if the full amount has been received.
Understand how invoice statuses change throughout the billing lifecycle.
When you create an invoice, it starts in Draft status. Send it to the customer via email or share the invoice link to update the status to Sent.
If an invoice passes its due date without being fully paid, the status automatically changes to Overdue. This applies to invoices in Sent, Viewed, or Partially Paid status. Once a payment is recorded that covers the remaining balance, the status changes to Paid regardless of the due date.
To cancel an invoice that was raised in error, open its detail page and click Void invoice in the actions panel. Voiding moves the invoice to Cancelledwhile keeping its invoice number on the record — numbers are never reused, so your numbering stays audit-clean. A voided invoice remains in the list for record-keeping but is no longer active.
Which control to use when an invoice should go away.
An invoice that has had any financial activity — a recorded payment, a credit, or collection activity — cannot be deleted. Deleting it would erase the audit trail. The CRM blocks the delete and points you to Void invoice instead, which cancels the invoice but preserves its number and history. Only a brand-new draft that never had any money or activity against it can be deleted outright (admins only). When in doubt, void rather than delete.
Log a cheque, wire, cash, or bank-transfer payment received outside Stripe.
When a customer pays you outside the online payment page — by cheque, wire transfer, cash, or bank transfer — record it so the invoice balance and status stay correct.
Open the invoice detail page and click Record payment in the actions panel. (This button appears only on an open invoice that still has a balance.)
Enter the Amount (it defaults to the full outstanding balance, but you can lower it for a partial payment), choose the Method— Cheque, Wire transfer, Cash, Bank transfer, or Other — and optionally add a Reference (cheque number, wire confirmation) and the Date received.
Save the payment. The invoice balance and status update automatically: it becomes Partially Paid if a balance remains, or Paid once the full amount is covered. The payment also appears in the payment timeline.
Clone a cancelled invoice into a fresh draft to correct and re-send it.
After you void an invoice, you often want to send a corrected version. Open the voided (Cancelled) invoice and click Reissue as draft. This clones the customer, line items, pricing, and terms into a brand-new Draft with its own new invoice number, and opens it in the editor so you can fix whatever was wrong before sending. The original voided invoice stays on the record for your audit trail.
Email the invoice to the customer with a pay link.
When your organization has Stripe connected, you can send invoices directly from the detail page. Click Send Invoice to email the invoice to the linked contact. The email includes a branded payment page where the customer can pay online. After sending, the invoice status changes to Sent and the sent timestamp is recorded.
Generate a shareable payment link for an invoice.
The invoice detail page also offers a Pay Link button that generates a URL you can share with the customer through any channel. The link opens a branded payment page. The URL is automatically copied to your clipboard when generated.
Refund a paid invoice through Stripe.
On an invoice that has been paid, an Issue refund button appears on the detail page. Clicking it opens a confirmation dialog. Confirming the refund processes it through Stripe and updates the invoice status to Refunded. The refund event appears in the payment timeline.
Track the full history of payment events.
The invoice detail page shows a payment timeline that records every payment-related event: when the invoice was sent, viewed, when charges were created, when payments succeeded, and any refund activity. Each entry shows the event type, amount, and timestamp, giving you a complete audit trail for the invoice.
Update invoice details, line items, or terms.
While an invoice is still a Draft, click Edit line itemson its detail page to open the line-item editor and change products, quantities, prices, discounts, and tax. Other details — company, contact, dates, payment terms, notes, and terms and conditions — can also be updated before the invoice is sent.